Public input, feedback or presentations to Council or any of Council’s Boards and Committees in the form of letters, emails, or in person may become part of the public record and may be published in a Council agenda package which is posted on the Town of Okotoks website for public viewing.

Communication addressed to Mayor and Council is included in the Council agenda package for consideration by Council. Letters for the Council agenda must be received by the Town at least 5 days prior to a meeting to be placed on the next agenda, or they will be placed on a subsequent agenda. Please note that since all meetings of Council are public, your letter is considered a public document. Your correspondence will be considered by Council, and a response will be provided following the meeting.

When are Council Meetings held?

Regular Council meetings are held on the second and fourth Mondays of each month in the Council Chamber at the Municipal Centre. If the Monday is a statutory holiday, the meeting is usually held on the following Tuesday. Only one meeting per month is held in July, August and December. Any changes to the regular schedule, or notification of special Council meetings are posted on the website.

Are Council Meetings open to the public?

The public is welcome to attend all Council meetings. Although the meetings are open to the public, the public is only allowed to speak during a Council meeting if they are presenting an agenda item or have signed in for Delegations/Question Period by the Public. You may choose to stay for the entire meeting, or just for the items that interest you. If you have a cell phone, we ask that the telephone be silenced while the Council Meeting is in session.

How do I know what is on the Council meeting agenda?

The agendas are posted on the Town’s website on the Thursday evening before each regular Council meeting.

What is the order of business at regular Council meetings?

Unless the Mayor approves changing the order, the business at all regular Council meetings proceeds in the following order:

Call to Order

Adoption of Agenda

In Camera Items

Minutes of Previous Meeting

Chief Administrative Officer's Report

Business Items

Bylaws

Delegations / Question Period by the Public (3:00 p.m. or 6:00 p.m. by prior arrangement)

Notices of Motion

Motions re Notices

Correspondence for Action

Councillor Inquiries and Suggestions

Council Representative Reports

Statutory/Non Statutory Hearing(s) (7:00 p.m.)

Bylaws/Business Relating to Hearing(s)

Responses to Councillor Inquiries and Suggestions

Correspondence for Information

Board and Committee Minutes

Adjournment

How much time do I have when presenting to Council?

Delegations are allowed 5 minutes to address Council. Following your presentation, you may be asked questions of clarification by Council, which is not counted towards the 5 minutes.

What if I need more than 5 minutes for my presentation?

If you require more than 5 minutes, you must ask Council to consider increasing the amount of time before you begin your presentation. A motion to extend the time must be approved by a 2/3 vote of Council.

Can I use PowerPoint when presenting to Council?

Yes, a PowerPoint presentation can be used during your presentation. The PowerPoint must be provided to Legislative Services by 4:00 p.m. on the Thursday before a regular meeting. If possible, presenters are also encouraged to provide the PowerPoint to Legislative Services 5 days prior to the meeting so that it can be included in the Council agenda package to provide Council with an opportunity to familiarize themselves with the matter prior to the meeting. Whether or not you use PowerPoint, your presentation may not exceed 5 minutes.

How will I know when it is my turn to speak?

The Mayor will invite you to come forward to the microphone at the presenter’s desk at the appropriate time.

How do I begin?

Begin by stating your name, address and, if applicable, the name of the organization you are representing. If several members of a group are present, one person should be appointed to act as a spokesperson. When addressing Council, remember to keep your comments brief and confined to the topic.

What do I do after my presentation?

Council may wish to ask you questions. Please remain seated at the presenters table until you are excused by the Mayor.

Where can I get more information?

The Legislative Services Team can provide you with further details if you require more information about coming forward as a Delegation or signing in for Question Period at a Council Meeting. You are encouraged to email Legislative & Policy Servicesor call 403-938-8905 to clarify any details about making a presentation to Council.